Case Study 4: Creating a Project Schedule

Introduction
Effective communication is the lifeblood of successful project management. In this case study,
we will explore the critical role of communication within project teams by examining a real-
world project scenario. This case study is designed for a graduate class on Project Management,
aiming to provide students with insights into communication strategies, tools, challenges, and
their impact on project outcomes.

Case Background
ABC Manufacturing Company initiated a project called "Project Connect" with the objective of
implementing a new Enterprise Resource Planning (ERP) system. The project was a strategic
move to streamline operations and improve efficiency across various departments. Project
Connect had a budget of $5 million, a timeline of 24 months, and a cross-functional team of 30
members.

Key Stakeholders
1. Chief Information Officer (CIO)
2. Project Manager (PM)
3. IT Team
4. Operations Team
5. Finance Team
6. Human Resources Team
7. External ERP Vendor

Project Communication Structure

Project Connect adopted a formal communication structure with clear roles and
responsibilities.
1. The Project Manager was responsible for overall project communication, including
stakeholder communication, progress reporting, and issue resolution.
2. Functional team leads were responsible for intra-team communication and reporting to
the Project Manager.
3. Regular project meetings and status reports were established to facilitate
communication.

Communication Tools
1. Weekly Project Meetings: Project Connect conducted weekly status meetings attended
by all team members, where progress, challenges, and action items were discussed.
2. Project Management Software: The project team utilized project management software
to track tasks, timelines, and milestones. This software allowed team members to
collaborate, update task statuses, and access project documents.
 3. Email: Email communication was used for sharing formal project updates, documents,
and approvals.
4. Stakeholder Communication Plan: A stakeholder communication plan was established
to ensure timely and relevant updates to all project stakeholders, including senior
management, department heads, and the ERP vendor.

Challenges Faced
1. Cross-Functional Communication: Coordinating communication among different
departments with varying priorities and perspectives was challenging. Misalignment in
communication led to delays and misunderstandings.
2. Scope Changes: As the project progressed, stakeholders requested scope changes and
additional features, leading to scope creep. Managing these changes without affecting
project timelines and budget was a significant challenge.
3. Resistance to Change: Some team members and department heads were resistant to
the changes brought by the new ERP system, leading to communication barriers and
project delays.
4. Information Overload: The volume of project-related emails, reports, and meetings
sometimes overwhelmed team members, making it difficult to focus on critical tasks.
5. Vendor Communication: Maintaining effective communication with the external ERP
vendor proved challenging, as their communication processes differed from the internal
team's processes.

Conclusion
The case of Project Connect underscores the critical importance of communication in project
teams. Effective communication tools, strategies, and a structured communication plan are
essential for successful project outcomes. This case study provides a practical context for
graduate students studying Project Management to understand the complexities of
communication in project environments and to develop strategies for improving
communication and addressing common challenges.

Discussion Question
Using 250 words or more, respond to the following discussion question under the "Discussion
Posts" section in your student Blackboard.

How did the formal communication structure and tools used in Project Connect contribute to or
hinder effective communication within the project team? What communication strategies and
best practices can be employed to overcome challenges such as cross-functional
communication and scope changes in similar projects?